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Office Services Coordinator

1 month ago

Mississauga, Canada Doane Grant Thornton Full time

**Who we are**
You know those big cities that still feel like small towns? Where everyone’s friendly and helps each other out? That’s like Doane Grant Thornton. Except here we’re all professionals and there isn’t a mayor or a general store. What we’re trying to say is that we’re a large and growing professional services firm that still feels like a community. We employ over 3000 people across Canada, and we truly care about our colleagues, our clients and the communities where we work and live. That’s what’s most important to us. We’re building a thriving organization that’s purpose driven and still want to remember what your favourite milkshake flavour is.

**As an Office Services Coordinator your responsibilities will include**:

- You are the primary point of contact and responsible for ensuring that the office environment aligns with our firm’s standards in delivering exceptional experiences for both colleagues and clients.
- The primary contact responsible for managing internal and external relationships related to the office location, encompassing interactions with vendors, landlords, partners, senior leaders, and colleagues.
- Ensures an excellent first day experience for new colleagues joining, and those visiting the office.
- Collaborate with office leadership, Real Estate, P&C, A&I, and other external stakeholders to support the needs of the Business Unit and events within the Mississauga office, such as Management Committee meetings, NMC visits, Partner meetings, integrations, and training sessions.

**The Office Services Coordinator will serve as the primary point of contact for various office support aspects, including the following**:

- Responsible for overseeing the desk booking system (SpaceIQ), as well as tracking and distribution of access & parking passes for the Mississauga office
- Manage and coordinate office seating plans to optimize space and accommodate the needs of all employees
- Meeting set-up and support: Organize and facilitate the set-up of meeting rooms, ensuring all necessary equipment and materials are available and functioning
- Primary back up for reception
- IT assistance: Help with set-up and troubleshooting of IT equipment, ensuring adequate peripherals are provided to enhance a smooth and efficient work environment
- Purple Carpet responsibilities: Oversee the implementation and maintenance of the Purple Carpet program and are committed to creating a great first day experience for new hires
- Renovations: Coordinate and manage office renovation projects, ensuring mínimal disruption to daily operations and maintaining a high-quality environment
- Coffee and other setups: Ensure the availability and setup of coffee and other refreshments and/or vital snacks to contribute to a positive office environment
- Provide support for facilities matters; communicating Real Estate team, landlords, and vendors when needed, addressing any maintenance or operational issues that may arise
- Communications to internal colleagues with updates on facility changes and regularly scheduled maintenance, fire drills, etc.
- Fire captain responsibilities: Ensure all colleagues are accounted for during fire alarms and drill exercises. Communicate the schedule information to the office team in advance of drills
- File retention projects as needed and other data quality initiatives

**Doane Grant Thornton**
If you’re a bit like us, you’re driven to connect with how others are feeling and thinking. Here we walk in others shoes before taking action. Just imagine being part of a team that puts “we before me”, where flexAbility is a mindset, and where you trust your colleagues to have your back. At Doane Grant Thornton, you’ll work with inspiring leaders who support your development, both personally and professionally. This is a place where your insatiable curiosity enables you to think, see and hear from a variety of perspectives, a place where every day is different and having the courage to grow is part of who you are. And when all this comes together, well that’s when the magic happens

**Think you’ve got what it takes to be an Office Services Coordinator? Like the colour purple? Great. Here's a few more boxes we’re also hoping you can tick**:

- Strong communication and interpersonal skills are essential, as the role involves frequent interaction with colleagues, clients, and service providers
- A keen attention to detail and a proactive approach is necessary to ensure that all aspects of office support are handled promptly and to a high standard
- Experience in office management or a related field is preferred, providing the necessary background to excel in this role
- Capability to walk extensively during the day, access areas beneath desks for IT equipment setup, and lift/carry a minimum of 15 pounds
- Other responsibilities will include stocking inventory, ordering office supplies, handling kitchen duties, setting up meeting equipment, and providing backup for reception during lunch breaks